Administrative Assistant

Odysea Aquarium; Scottsdale (AZ); On-site; USD 40,000 - 55,000; Full time

Job summary

Odysea Aquarium is seeking an Administrative Assistant to support the Executive Leadership Team in Scottsdale. The role involves coordinating travel, events, and meetings, and handling office administration with a focus on efficiency and professionalism.

The ideal candidate will be resourceful, organized, and able to multi-task in a fast-paced environment, with strong communication skills and attention to detail. A minimum of 1–2 years in an administrative role is preferred.

Qualifications

• High School diploma or GED required.
• 1-2 years of administrative/office experience preferred.
• Strong organizational, communication, multi-tasking and customer service skills.
• Able to handle confidential information.
• Thorough, detail-oriented, and independent.
• Solid computer and MS Office skills.

Responsibilities

• Provide executive administrative support to the Executive Leadership Team.
• Coordinate travel logistics, events, and calendaring.
• Prepare, organize, and store documents (paper/digital).
• Manage information in Investor Management system; respond to queries by phone or email.
• Maintain office equipment and supplies; coordinate with vendors.
• Prepare memos, emails, reports, and presentations as needed.

Skills

Organizational skills

Communication

Multi-tasking

Customer service

MS Office

PowerPoint

Word

Excel

Education

High School diploma or GED

Tools

MS Office

PowerPoint

Word

Excel

Job description

Description

The Administrative Assistant is responsible for providing comprehensive administrative support to the Executive Leadership Team. This position performs a variety of executive support tasks, including travel logistics, event coordination, and organization of meetings and calendaring. This team member will handle office administrative tasks. We are looking for an individual who is comfortable being a member of a high-performing team and maintains a professional appearance and demeanor. The ability to multi-task, communicate effectively, pay attention to detail, and remain efficient is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, a self-starter, a proactive thinker, and very organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

MAJOR DUTIES AND RESPONSIBILITIES:

• Support the corporate office teams with administrative tasks, including preparing, organizing, and storing documents in paper and digital form.
• Manage information in the Investor Management system and respond to investor and/or community queries via phone or email.
• Maintain office equipment by coordinating with vendors and oversee office supplies by tracking inventory and placing orders.
• Maintain the office conference rooms and kitchen in a clean condition and the kitchen stocked with proper supplies.
• Draft and distribute memos, emails, reports, and presentations as needed. For example, preparing a company newsletter.
• Prepare and edit PowerPoint presentations, Word documents, and Excel spreadsheets for meetings and distribution.
• Provide assistance to the marketing department with media monitoring and general tasks.
• Acting as a point of contact for staff, stakeholders, and clients.
• Perform additional duties as assigned.

Requirements

PHYSICAL AND MEDICAL REQUIREMENTS:

• Ability to operate a computer and keyboard.
• Ability to sit and stand for long periods.
• Ability to push/pull up to 50 pounds.
• Ability to work in an environment that may be loud at times.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EXPERIENCE:

• A High School diploma or GED is required.
• 1 - 2 years’ experience in an administrative, assistant or office management capacity.
• Must have strong organizational, communication, multi-tasking and customer service skills.
• Must be able to handle confidential information.
• Must be thorough and pay attention to detail.
• Able to work well with internal and external customers.
• Ability to work independently with little to no supervision.
• Excellent verbal communication skills.
• Flexible and open to change.
• Must be willing to work a minimum of 40 hours per week in an office setting.
• Solid computer and MS Office skills.